Timing is one of the most important factors in running a successful below threshold
procurement. Although these tenders do not have the same mandated minimum
periods as above threshold procurements, that does not mean the timetable should be
rushed. A well-planned process gives schools and trusts enough time to gather
information, prepare documents, engage bidders, evaluate submissions and allow for a
proper mobilisation.
Lorraine ran a comprehensive webinar that covered planning cycles for both above and
below the threshold tenders. You can watch that webinar here.
For below threshold tenders, we recommend you allow around six months from start
to finish.
Start with the contract start date
Before preparing the timetable, it is important to decide when the new contract should
begin. Many schools are drawn to a 1 September start date, particularly where they
want contracts to align with the academic and/or financial year. However, this can be a
difficult date because many other schools and trusts are also trying to start contracts at
the same time.
Good suppliers only have a limited amount of human resource available to mobilise
new contracts. If they have already taken on several September starts, they may
become unavailable or even withdraw from a tender process.
A 1 January start date can also be problematic. Christmas is one of the few times of
year when schools and operational teams (quite rightly!) properly down tools.
Mobilising a contract over this period can be difficult, especially for caretaking, estates
and other site-based staff.
More practical start dates may include:
- February half-term
- Easter
- May half-term, depending on the service
February half-term can be a sensible alternative to January, while Easter often provides
more time for mobilisation. May half-term could also work well, although this depends
on what is being procured. For catering, for example, there are arguments both ways:
changing contractor shortly before the end of term may feel unhelpful, but it can also
give the new supplier time to settle in before September.
Stage 1: Early planning and information gathering
The first stage of a below threshold tender begins before the formal timetable starts. For
example, if the tender is planned around a February half-term start date, then we ask for
our completed client checklist to be with us around the start of October the previous
year.
However, the school or trust would need to gather information before that checklist
could be completed. This is why an additional four weeks should be allowed before the
formal procurement preparation begins.
This early stage may involve collecting:
- Current contract information
- Service requirements
- Staffing information
- Supplier data
- Sales or usage data
- TUPE information, where relevant
For catering contracts, this can also include revenue information for free school meals,
paid school meals and hospitality. For cleaning contracts, staffing information and shift
patterns are especially important. Bidders need to understand when staff work, how
long their shifts are, and what the current service looks like.
Stage 2: Preparing the tender documents
Once the completed checklist has been received, around 28 days should be allowed to
collate information and draft the tender documents.
This stage may include gathering further information from internal stakeholders and
from the current supplier. The aim is to provide bidders with clear, accurate and useful
information so that they can prepare detailed and realistic submissions.
Rushing this stage can create problems later. If bidders do not have the information they
need, they may ask more clarification questions, submit inaccurate bids or decide not
to continue with the process.
Stage 3: Selecting bidders and planning the site visit
Below threshold tenders are often invitation-only. Five bidders is usually a sensible
number. During this stage, it is important to:
- Identify suitable bidders
- Check whether they are interested in the opportunity
- Give them early notice of the site visit date
The site visit is usually arranged around seven days after the Request for Proposal
(tender documentation) is issued. Bidders often have busy diaries and may be
considering several opportunities at the same time, so early notice is essential.
Without enough notice, bidders may withdraw from the process or ask for separate site
visits, which can become time-consuming and difficult to manage
Stage 4: Issuing the Request for Proposal and holding the site visit
Once the Request for Proposal has been issued, bidders should be given enough time to
review the documentation before attending the site visit.
The site visit allows bidders to understand the school environment, ask practical
questions and assess the requirements properly. It is an important part of helping
suppliers prepare accurate submissions.
Although there is no mandated minimum period for the site visit, clarification and RFP
return section of a below threshold tender, we recommend allowing around 42 days.
This gives bidders enough time to consider the opportunity, attend the site visit, ask
questions and prepare a quality bid.
Stage 5: Managing clarification questions
Clarification questions are a normal part of the tender process. Even with strong tender
documents, bidders are likely to need something clarified.
The timetable should allow time for bidders to submit clarification questions and the
school, trust or adviser to respond. Some questions might require more investigation.
It is best to set and stick to a stated clarification deadline where possible. However,
bidders often leave questions until late in the process. Late questions can be
frustrating, but answering them on a best endeavours basis can help keep bidders
engaged and ensure that submissions are based on accurate information.
Stage 6: Receiving and evaluating bids
Once bids are returned, around 28 days should be allowed for analysis.
This stage should not be rushed. Evaluation needs to be careful, fair and well
documented. The timetable should also take account of school holidays to make sure
you don’t set unrealistic deadlines for the evaluation to be concluded.
Evaluation may include:
- Reviewing submissions
- Draft scoring
- Moderation
- Sharing analysis with your team
- Confirming the shortlist for the presentation day
Stage 7: Shortlisting and internal review
After the bids have been analysed, the shortlist to presentation day needs to be
confirmed. This may involve colleagues, governors, trustees or other decision-makers.
It is important to share the timetable with these people at the beginning of the process.
They may have other commitments, be away from school, or need time to review the
analysis properly.
Building this time into the timetable helps avoid delays later.
Stage 8: Presentation day
In a typical below threshold tender, around five bidders may be invited initially and it’s
usually three who are shortlisted for presentation.
Presentation days should not be scored. They should be used to clarify information and
ask questions of shortlisted bidders.
The presentation stage is an opportunity to better understand the bidders’ proposals,
but it should not become a separate scored evaluation stage.
Stage 9: Notice of Intent to Award
Once the successful bidder has been chosen, the Notice of Intent to Award is issued to
both successful and unsuccessful bidders.
For below threshold tenders, a voluntary eight working day standstill period may be
included. This is not always used, but it gives suppliers an opportunity to raise concerns
about the process before the award is finalised.
Stage 10: Mobilisation
Mobilisation is one of the most important stages of the entire process.
For services such as catering, cleaning and ICT managed services, at least 30 days
should be allowed for TUPE consultation. More time is preferable because it gives the
successful contractor a better opportunity to prepare properly.
Good mobilisation helps set the foundations for a successful contract. This is why the
overall recommendation for a below threshold tender is to allow around six months
from start to finish.
Final thoughts on below threshold tenders
Below threshold tenders may offer more flexibility, but they still require careful planning.
Even below threshold tenders can be valued in excess of £100,000 so appropriate rigour
around the procurement process is essential.
Schools and trusts should allow enough time for information gathering, document
preparation, bidder engagement, evaluation, sign-off and mobilisation.
The key message is simple: start early. A well-planned below threshold tender gives
bidders the time they need to submit strong proposals and gives the winning supplier
the time they need to mobilise properly. This, of course, means you’re setting
everything up to have best possible chance of success.
